Fleet Assistant

The Fleet Assistant provides operational and administrative support to fleet management. The role ensures effective daily fleet coordination, accurate records, timely maintenance follow-up, and smooth communication between drivers/riders, mechanics, suppliers, and program teams.

Key Responsibilities1. Fleet Administration & Record Management

• Maintain up-to-date fleet records including registrations, insurance, service history, fuel logs, and allocation registers.
  

• Support fleet documentation processes for new acquisitions, transfers, disposals, and renewals.
  

• File and organize fleet-related reports, invoices, and compliance documents.
  

2. Vehicle Allocation & Operational Support

• Assist in scheduling and allocating motorcycles, vehicles, and bicycles to teams based on operational needs.
  

• Track daily vehicle/rider deployments and ensure return reporting is complete.
  

• Support communication with field teams to resolve fleet-related needs and logistics quickly.
  

3. Maintenance Coordination

• Follow up on preventive maintenance schedules and alert the Fleet Manager of upcoming or overdue servicing.
  

• Coordinate with mechanics/service providers to ensure timely repairs and servicing.
  

• Support inspection routines to confirm fleet readiness and safety before deployment.
  

4. Fuel & Cost Tracking

• Track fuel issuance and consumption using approved tools and systems.
  

• Flag variances or unusual fuel trends for review.
  

• Support basic fleet cost monitoring (repairs, servicing, fuel, spare parts).
  

5. Compliance, Safety & Incident Support

• Assist with ensuring fleet documentation meets legal and safety requirements.
  

• Support incident reporting by collecting information, photos, and statements for accidents/breakdowns.
  

• Help enforce usage guidelines, safety checklists, and rider/driver compliance.
  

6. Supplier & Service Provider Support

• Support coordination with suppliers and service providers (parts, repairs, tires, insurance, etc.).
  

• Verify delivery notes, invoices, and service completion against requests before submitting for approval.
  

7. Reporting

• Prepare routine fleet reports (vehicle status, maintenance tracker, fuel usage, incidents) for review by the Fleet Manager.
  

• Contribute data needed for monthly fleet KPI reporting.
  

Key Performance Indicators (KPIs)

• Fleet records accuracy and completeness maintained at ≥95%.
  

• Preventive maintenance follow-ups done on time (≥90% of services completed as scheduled).
  

• Fuel tracking reports submitted on time with ≤5% variance unexplained.
  

• Vehicle allocation requests supported within agreed timelines (≥90% fulfillment rate).
  

• Incident reports compiled and submitted within 48 hours of occurrence.
  

• Monthly fleet status report submitted by deadline (100% on-time).
  

Required Qualifications & Experience

• Diploma or Bachelor’s in Logistics, Transport Management, Business Administration, Mechanical/Automotive, or related field.
  

• Minimum 1–2 years experience supporting fleet, logistics, transport, or operations.
  

• Basic knowledge of vehicle maintenance and servicing cycles (motorcycles and/or vehicles).
  

• Experience managing logs/records and comfort using Excel or digital tracking tools.
  

• Strong communication skills and ability to work with field teams in remote locations.
  

• High integrity, attention to detail, and ability to handle tasks under pressure.
  

Preferred Skills

• Familiarity with fleet tracking systems or GPS monitoring tools.
  

• Valid riding/driver’s license is an advantage.
  

• Experience working in NGO or rural field operations.